Briefing on GeBIZ

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Briefing on GeBIZ

• Date 8 January 2004
• Venue LT 2
• Time 9.30 am 1 pm

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Agenda

• Overview of GeBIZ Enterprise
• Type of User Roles
• Overview of GeBIZ Partner
• Overview of GeBIZ - Financial System Interface
• Change of Work Processes
• Useful Information
• Walk through
• - Catalogue Buy
• - Self Service Buy
• - Framework Agreement Buy
• - Direct Purchase Order
• - Approval
• - Goods Receipt

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GeBIZ Enterprise

• Intended users Public Sector Officers
• Easy to use Government Intranet Application to
  faciliate procurement by end users

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Modules available in GeBIZ Enterprise GeBIZ
Enterprise There are various modules in GeBIZ
Enterprise. A brief summary of each module is
included as follows Catalogue Buy - Viewing of
the electronic catalogue for Public Service-wide
Period Contracts, as well as agency specific
Period Contracts. - Creation of Purchase
Requests from electronic shopping
carts. - Routing of Purchase Requests for
approval to the selected Approving
Officers. - Raising and Routing of Purchase
Order Variation documents for approval. Self-Serv
ice Buy - Publication of Invitation-To-Quotes
for Suppliers on GeBIZ Partner. - Recommend
Award of Invitation-To-Quotes for approval.
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Framework Agreement - Publication of
Request-For-Quotations for Suppliers on GeBIZ
Partner. - Recommend Award of
Request-For-Quotations for approval. Direct PO
- The Direct PO Module allows a purchase
order to be raised directly without raising a
Purchase Request, or RFQ. - A Direct PO
can be raised for a small value purchase (less
than 2000) or for purchases exempted from
tendering procedure. - Another scenario
that Direct PO can be used is for the purchase of
air- tickets from service-wide contracts.
- In Direct PO module, besides the Trading
Partners, a buyer can also issue a PO to a non
Trading Partner (non TP, i.e. suppliers not
registered as a Trading Partner).
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Invoice - Viewing of Electronic Invoices
for verification purposes. - Printing
of Electronic Invoices. Approval
- Approval of Purchase Requests (for sites that
choose to perform approval via GeBIZ
Enterprise) - History of Approvals made
for Purchase Requests, Purchase Orders,
Invitation-To-Quotes, Request-For-Quotations and
ITQ/RFQ Award Recommendations. Goods Receipt
- Electronic acceptance/return of
goods/services. - Viewing of electronic
delivery orders.
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Catalogue Administration Module - Specify
period contract information - Publish in
GeBIZ Enterprise - Period Contract details
published available would be for use under GeBIZ
Catalogue Buy module GeBIZ Administration
- Creating User Accounts and Maintenance of Chart
Of Account information. - Approval
Administration. - Assigning users to
organizations. - Configuring the
hierarchical order of each user and
organization. - Configuring GeBIZ
information according to the sites requirements.
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• Types of User Roles available in GeBIZ Enterprise
• Some of the roles available are -
• General User (E-Cat Buy)
• A General User (E-Cat Buy) is authorized to
  purchase goods/services from GeBIZ for the
  organization within specific financial limits in
  Catalogue Buy module. He will be able to access
  Electronic Catalogue, Period Contract Overview,
  Status and Work Re-assignment tabs under GeBIZ
  Enterprise.
• General User (Self Service Buy)
• A General User (Self Service Buy) is authorized
  to purchase goods/services from GeBIZ for the
  organization within specific financial limits in
  the Self Service Buy module under GeBIZ
  Enterprise.

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• General User (Framework Buy)
• A General User (Framework Buy) is authorized to
  purchase goods/services from GeBIZ in framework
  agreements for the organization within specific
  financial limits in the Framework Agreement
  module under GeBIZ Enterprise.
• General User (Direct PO)
• A General User (Direct PO) is authorized to
  purchase goods/services from GeBIZ in Direct PO
  for the organization within specific financial
  limits in the Direct PO module under GeBIZ
  Enterprise.
• Goods Acceptance Officer
• A Goods Acceptance Officer is responsible for
  the certification of acceptance of
  goods/services procured by the organization in
  the Goods Receipt tab under GeBIZ Enterprise.

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• Invoice Verifier
• An Invoice Verifier is able to view the
  electronic invoices submitted by the suppliers
  and to verify if the electronic invoices
  submitted are correct in the Invoice tab under
  GeBIZ Enterprise.
• Invoice Printer
• An Invoice Printer is able to print out
  a copy of the electronic invoice in the Invoice
  tab under GeBIZ Enterprise. Note that the user
  with the role of Invoice Printer must have the
  role of Invoice Verifier which allows him to
  view the Invoice. Without the Invoice Verifier
  role, he cannot view and thus, is unable to print
  the Invoice.

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• Approving Officer
• An Approving Officer is authorized to
  approve various procurements documents (e.g.
  purchase requests) within specific financial
  limits in the Approval tab under GeBIZ
  Enterprise.
• Contract Administrator
• A contract Administrator (CA) is authorised to
  administer and publish period contracts in GeBIZ
  in Catalogue Administration Module.
• Financial Interface Administrator
• A Financial Interface Administrator will
  receive email notifications when exceptions
  occur during processes taking place in the
  Financial Interface.

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GeBIZ Partner

• Intended users Trading Partner
• Single One-Stop Internet Website
• Access business opportunities and trade with
  entire Government

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• Functions available
• Searching and viewing of expenditure and revenue
  tender notices, schedules and awards as well as
  auction notices.
• Viewing the corrigendums of corresponding
  tender notices, tender schedules, tender awards
  and auction notices.
• Viewing Purchase Order and Purchase Order
  Variation documents.
• Viewing published Invitation-To-Quotes.
• Submitting offers in response to
  Invitation-To-Quotes.
• Submitting electronic invoices.
• Viewing payment status of invoices (for
  sites with financial system interface in place)

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What is the Interface Program?

• The interface program is the mechanism used to
  transfer data between GeBIZ and the Financial
  Systems in order to
• Eliminate double data entries
• Eliminate manual effort of fund checking

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Points of Interfaces
GeBIZ - Partner
e-PO
e-Invoice
Payment Status
GeBIZ Enterprise / Professional
e-PO
e-Invoice
Payment Status
Close PO
Verified
Approved PO
Goods Receipt / Goods Returns
Approve PR
GeBIZ Procurement
Create PR
Financial System
Goods Receipt/ Goods Returns
Approve Payment
Approve PR Commit Funds
Approve PO Commit Funds
Vendor Update
Points of Interfaces for GeBIZ-Financial Systems
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Change of Work Processes

• 1. PROCUREMENT PROCEDURES
• (I) To raise POs using -
• (a) Small Value Purchases - Use GeBIZs DPO
  Module
• (b) Quotations - Use GeBIZ Catalogue Buy/SSB/FA
  Module
• (c) Tenders - Use SAP System. POs raised using
  existing period contracts (eg. Universitys
  Stationery Tender, OEAs period contracts, CITS
  period contracts etc) should also be done using
  SAP System.

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• (II) Publication of Supporting Documents
• - It is mandatory that Schools/Departments
  upload their supporting documents to GeBIZ
  Enterprise if the total file size is less than
  2MB after compression.
• - For example, if there are 2 file attachments
  for a tender notice and each is 0.5MB after
  compression, Schools/Departments is required to
  upload them online since the files which
  totalled to 1MB do not exceed the stipulated 2MB
  limit. Please note that for such tenders, only 2
  sets (1 original, 1 duplicate) of tender
  document need to be submitted to FIN.
• - This applies to all documents in ITT, SSB and
  FA.

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• (III) POs raised through IDA Bulk Tenders
• - Currently, FIN would raise such POs centrally
  and would continue to process such POs that are
  created on or before 8 Jan 2004.
• - From 15 Jan 2004 onwards, Schools/Departments
  may raise such POs directly using Catalogue Buy
  Module.

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• (IV) Procurement Process Flow

N
N
N
N
Items found in printed catalogue?
Items found in framework agreement?
Purchases within quotation limit?
Start
Items found in E-catalogue?
Y
Y
Y
Y
Buy from E-catalogue
Buy from printed catalogue
Raise RFQ to buy from framework agreement
Call ITQ (self-service buy)
Invitation to Tender
SAP System
Issue PO
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• 2. APPROVAL LIMIT
• With the use of the ITQ Module, an ITQ raised can
  be an Open Invitation, Closed Invitation or Open
  Invitation with Invited Suppliers.
• The Estimated Procurement Values and Actual
  Procurement Values for each of the ITQs are as
  follows

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• 3. SUPPLIERS
• (a) In order to trade with the University,
  suppliers need to join GeBIZ as trading Partners
  (TP). Thus please encourage your regular
  suppliers to sign up as TPs. You can recommend
  them to join as GeBIZ TP by making use of the
  function available in SSB Module.
• An exercise has been carried out earlier on to
  map suppliers available in GeBIZ to SAP
  Suppliers. However, creation of suppliers are
  still on going in SAP on a daily basis. Hence,
  there may be a scenario whereby a PO was raised
  to a GeBIZ supplier not found in SAP. When this
  happens, it take a while for the PO to be issued
  to the vendor as manual intervention is required
  to either map this GeBIZ supplier to an existing
  SAP supplier or create this GeBIZ supplier as a
  new SAP supplier before mapping them.
• (b) It is important to highlight these 2 points
  in the POs issued to suppliers at the
  Instructions to Supplier field in GeBIZ.
• (1) Please note that the University does not
  accept e-invoice
• (2) Payment Terms Within 30 days upon receipt
  of invoice subject to successful commissioning

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• 4. CANCEL PO
• In SAP, we could cancel a PO if it is no longer
  required or wrongly created or supplier is unable
  to fulfil the delivery of the PO items.
• In GeBIZ, this action is known as Terminate PO.
  Terminating a PO is possible only if no goods
  have been delivered and accepted by the Goods
  Acceptance Officer. Cancel PO in GeBIZ is only
  possible when a PO have not been issued to the
  supplier.

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• 5. PO VARIATION
• SAP system does not allow changes made to PO once
  it has been finally approved. However, in GeBIZ,
  it is possible to make changes to POs by using
  the PO Variation function.

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• 6. POs RAISED TO PURCHASE ASSET
• Asset numbers are still to be created using SAP
  System
• Due to system constraint, GeBIZ can only accept
  15 assets in 1 line item. Hence, please note
  that
• (a) The number of assets per line item cannot
  exceed 15
• (b) if more than 15 assets are to be purchased,
  the ITQ raised for this purchase would have to be
  accordingly proportioned such that the quantity
  of each line item in the ITQ does not exceed 15.
• E.g. If 40 Personal Computers are to be
  purchased, the ITQ raised would have 3 line
  items, 2 line items with quantity equals to 15
  and 1 line item with quantity equals to 10 (i.e.
  Total quantity 15 x 2 10 40)

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• 7. ACCOUNT ASSIGNMENT
• Please refer to the following tables when
  completing the account details

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• 8. GOODS RECEIPT (GR)
• Upon creation of PO, a Goods Acceptance Officer
  (GAO) would have to be assigned to perform GR
  subsequently. As the current set up does not
  allow reassigning of GR, please select your GAO
  correctly during PO creation.
• Please do not perform GR in SAP for interfaced
  GeBIZ POs. Otherwise when the GR for this
  particular PO was performed in GeBIZ
  subsequently, the GR interface to SAP would fail.

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• 9. LIQUIDATION OF OUTSTANDING COMMITMENT OF POs
• Currently, FIN would handle the liquidation of
  outstanding PO commitment. With GeBIZ in place,
  Schools/Departments should make use of Close PO
  function to liquidate the outstanding commitment
  due to incomplete goods receipt.
• 10. ISSUING OF POs
• Instead of issuing via hardcopies, POs would be
  issued electronically (except for POs raised
  using DPO module) to suppliers once they have
  been successfully interfaced over to SAP
• 11. GST
• Currently, GST has to be created as separate line
  item/s when a PO is raised using unclaimable WBS
  element/cost centre. This is no longer required
  when GeBIZ is in use.

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12. GeBIZ CHARGES
Fixed Charges (Subscription based) Account
Charges 150 per user account per year 100 per
approval account per year Cap of 150,000 per
GeBIZ Autonomous Agency (AA) per year Fixed
Charges (Subscription based) GeBIZ AA
Charges 500 Transaction Charges (Usage
based) Transaction charges will be at 0.6 of the
Purchase Order Value, subject to a cap of 300.
Cap of 600,000 per agency per year.
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• Useful Information
• Websites
• GeBIZ Enterprise http//intranet.gebiz.gov.sg
• GeBIZ Partner http//www.gebiz.gov.sg
• GeBIZ Library http//intranet.gebiz.gov.sg/ent_faq
  _index_library.html
• FIN Homepage http//www.ntu.edu.sg/finance/

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• 2. E-mail addresses telephone numbers
• Financial Interface Administrator
  fiadmin_at_ntu.edu.sg (x5144, x5790)
• GeBIZ Administrator
• COE, EEE,MPE,SPS Mr Tan Hock Guan (x4872)
• bhgtan_at_ntu.edu.sg
• CEE,IDSS,NBS,SCI Ms Seow Bee Lay (x5145)
• blseow_at_ntu.edu.sg
• All Admin Departments, HSS, Mrs Geraldine Chan
  (x5905)
• SADM, SBS, SCE, SME geraldinechan_at_pmail.ntu.edu.
  sg
• GeBIZ Service Centre
  gebiz_at_d-s-t-a.gov.sg
• Tel [phone] Fax [phone]
• 3. Forms